Office Manager in London

Pollard Thomas Edwards is looking for a skilled, proactive, friendly Office Manage r to work in our retrofitted, canal-side studios at Diespeker Wharf.

This is a key role within a busy architectural practice. You will be responsible for the facilities, health and safety and administration support functions of the practice.

Our workplace is versatile, spacious and dynamic – as well as providing workspace for our colleagues, we also host regular events in our lower ground floor Foundation Bar and in our award-winning courtyard and garden, which is always buzzing in the summer.

You will be a collaborative and confident leader with strong communication and administrative skills and build and maintain strong relationships with colleagues and suppliers.

PTE’s focus is to design great buildings and places, to deliver excellent services to our clients and to create a stimulating working environment for our people.

Key duties include:

Premises

• Take overall responsibility for the repair, refurbishment and presentation of Diespeker Wharf, ensuring that the presentation, facilities and operational efficiency of the practice is always in mind.
• Overall responsibility for the procurement of the practice equipment, supplies and services, including energy, cleaners and M&E, meeting budget and supplier quality requirements.
• Act as Landlord representative taking care of the fabric of the building and managing tenants’ expectations and requests.
• Maintaining a strong relationship with the landlord and their agents.
• Overall responsibility for office sustainability, ensuing that targets are met with regard to reducing waste and carbon emissions.

Health, Safety and Office Security

• Review and maintain Health & Safety policies and procedures.
• Identify the risks involved in work activities and undertaking such activities in a way that manages those risks.
• Carry out risk assessments and report any potential risks to the Management Committee (equity partners).
• Make effective use of training to update knowledge and skills, maintain work areas in a tidy and safe way and free from hazards.
• Ensure the practice meets all legal obligations regarding fire / H&S and all other relevant legislation.
• Complete annual assessment for H&S accreditations, including CHAS and Constructionline.
• Regularly present and update the practice on H&S matters.
• Keyholder for the office, ensuring that it is always safe and secure.

Practice Management and Finance

• Assist with lease negotiations with landlord and agents.
• Oversee business insurance and business rates.
• Manage operational and service charge budgets.

Administration

• Convene meetings, prepare agendas and ensure distribution of minutes as necessary.
• Manage, monitor and develop administrative staff.
• Collaborate with the IT, HR, Finance and Communications Managers to ensure strong teamwork and a seamless support service.
• Oversee the administration of the company’s intranet and document management system, ensuring that all documents and policies are reviewed regularly, and that processes and procedures are adhered to.
• Covering front of house when required – duties include answering calls, meet and greet visitors, setting up meeting rooms, organising couriers, ordering office supplies, general administration.

ISO

• Maintain the practice protocols and procedures in line with ISO certification, review and update as required.

Event Management

• Organise all events within Diespeker Wharf, including booking, setup, catering and cleaning.
• Head up the social forum, organising a variety of events throughout the year.

Skill requirements:

• able to prioritise and multi-task
• excellent communication skills with the ability to communicate effectively at all levels, written and verbal
• experience of working with Microsoft packages including Word, Excel and Powerpoint
• excellent interpersonal skills, including tact and discretion
• excellent time management with the ability to be adaptable and flexible at all times
• must be a team player who is willing to pitch in to get the job done, with a positive, can-do attitude.

Salary dependent on experience.

Please mark your application with your name and the position applied for and send by email to the HR Team at